Office Services Coordinator

The Office Services Coordinator is responsible for ensuring the smooth day-to-day operation of the office and serves as a key operational partner to the Human Resources team. This role helps maintain a professional, efficient, and welcoming work environment while providing administrative, facilities support. The Office Services Coordinator also plays a critical role in supporting office growth initiatives, relocations, and other special projects.

Office Operations & Facilities

• Oversee daily office operations to ensure an organized, efficient, and professional workplace.
• Manage facilities-related needs, including kitchen upkeep and replenishment of office and breakroom supplies.
• Track inventory levels and coordinate the ordering of office supplies, equipment, and related resources.
• Coordinate with vendors and service providers for HVAC, plumbing, cleaning, building maintenance, and contractor services.
• Serve as the primary point of contact for routine facility issues and office-related requests.
• Maintain shared workspaces, conference rooms, and common areas to ensure cleanliness and functionality.

Safety, Security & Access

• Manage office access, including assigning, updating, and maintaining door codes and building access credentials.
• Support office safety and security procedures and assist with related compliance initiatives.

Front Desk & Communications

• Answer incoming phone calls and emails, directing inquiries to the appropriate departments or personnel.
• Welcome visitors, clients, vendors, and guests, ensuring a professional and positive first impression of the organization.
• Coordinate visitor access and meeting room arrangements as needed.

Administrative & Departmental Support

• Provide administrative and clerical support across departments, including scheduling, calendar management, mail distribution, incoming payment tracking and document coordination.
• Assist with office equipment coordination, troubleshooting, and maintenance requests.
• Create and enter purchase orders accurately and in a timely manner.
• Review invoices for completeness, required approvals, and supporting documentation ahead of payment processing submission.
• Support leadership and key personnel with meeting coordination, travel arrangements, and appointment scheduling, as needed.

Expansion & Special Projects

• Support cross-functional projects and organizational initiatives, including office relocations, space planning, and workplace enhancements.
• Coordinate vendors, maintain project timelines, and facilitate communication among stakeholders to ensure successful project execution.
• Assist with special assignments and process improvement initiatives as needed.

Qualifications & Experience

• Associate degree or equivalent required; Bachelor's degree preferred.
• 2-4 years of experience in an administrative, office coordination, or office operations role within a professional or corporate environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Experience with facilities coordination preferred.
• Experience supporting Human Resources functions preferred.
• Project coordination or project management experience is a plus.

Key Competencies

• Highly organized with strong attention to detail.
• Proactive and able to anticipate business and operational needs.
• Demonstrates sound judgment and confidence in setting priorities and boundaries when appropriate.
• Strong written and verbal communication skills.
• Customer-service oriented with a professional and approachable demeanor.
• Adaptable, resourceful, and capable of managing multiple priorities.
• Maintains composure and effectiveness in a fast-paced environment.